Executive Assistant

Executive Assistant

About the Role: We’re seeking a polished, proactive Executive Assistant to support our client’s executive team. This high-impact role is at the heart of our growing organization and requires a skilled partner who can anticipate needs, manage complex calendars, and elevate our internal and external communications. You’ll thrive in a fast-paced environment, balancing corporate rigor with startup agility.

Key Responsibilities

1. Calendar Management
   • Maintain and optimize executive calendars: schedule meetings, appointments, and travel.
   • Align the use of time with business priorities and strategic objectives.
   • Ensure the executive team is always prepared for—and never surprised by—upcoming commitments.
2. Communication & Coordination
   • Serve as a primary liaison between execs, internal teams, board members, and external stakeholders.
   • Draft, proofread, and edit emails, presentations, reports, and other documents.
   • Manage inbound inquiries and route action items appropriately.
3. Travel & Event Logistics
   • Arrange domestic and international travel: book flights, accommodations, ground transport, prepare detailed itineraries, and expense reports.
   • Coordinate team meetings, off-site activities, and special events, handling venue selection, catering, and materials.
4. Special Projects
   • Lead ad-hoc initiatives and research projects as requested.
   • Identify opportunities to improve internal processes and implement efficiency gains.

Qualifications & Screen Criteria

• Proven experience as an Executive Assistant or similar role supporting senior executives—ideally in both a scaling startup and a traditional corporate environment (corporate experience prioritized).
• Willingness and enthusiasm to work on-site near Hayward, CA.
• Exceptional professionalism: comfort interfacing with Board offices, executive visitors, and high-level partners.
• Hyper-organized: mastery of to-do lists, follow-ups, and ensuring nothing falls through the cracks.
• Demonstrated intelligence: quick learner, strategic thinker, and strong judgment.
• Proactive mindset: anticipates needs, resolves conflicts before they arise, and builds relationships across teams.

Core Traits & Competencies

• High Capacity: Works quickly and accurately under pressure; expert user of G Suite and related tools.
• Ambition & Hustle: Willing to go the extra mile—early starts, late finishes, and occasional weekend support to keep the business moving.
• Adaptability: Comfortable wearing multiple hats; adept at reprioritizing when projects shift.
• Personable Demeanor: Builds rapport with diverse personalities; makes everyone feel at ease.
• High Integrity: Maintains strict confidentiality and exercises discretion in all matters.
• Creative Problem-Solver: Proposes process improvements; continuously seeks efficiency and effectiveness gains.
• Growth Mindset: Seeks feedback, pursues professional development, and contributes to a culture of continuous learning.

Why You’ll Love This Role: You’ll be the executive teams’s right hand—having a direct impact on our company’s success and culture. You’ll collaborate with a dynamic, mission-driven team and help shape the future of our organization.

Next Steps: If you’re passionate about elevating executives and thrive in a high-energy environment, we’d love to hear from you. Please submit your resume and a brief cover letter outlining your fit for this role.